Finance and Business Operations Coordinator
Full-Time | Auburn, Maine
Are you highly organized, detail-oriented, and energized by a fast-paced environment? Do you enjoy working with numbers, systems, and people while managing varied responsibilities? If your strengths extend beyond traditional administrative support, Gideon Asen LLC has an exciting opportunity for you as a full-time Finance and Business Operations Coordinator in our Auburn, Maine office.
Gideon Asen is a fast-paced, successful trial law firm based in Auburn, Maine. Our firm handles primarily medical malpractice and complex personal injury cases, serving as fierce champions for our clients. We focus on adding value to every case and ensuring our clients feel well cared for throughout the legal process.
About the Role. The Finance and Business Operations Coordinator supports the firm’s financial workflows, case intake and evaluation process, and day-to-day business operations. This cross-functional role is ideal for someone who takes ownership, communicates professionally, maintains accuracy, and can move confidently between finance, client intake, office operations, and firm support.
Primary ResponsibilitiesFinance & Business Operations
· Process vendor invoices for payment and maintain organized invoice records.
· Learn and use the firm’s case management system to update cases, case costs, and related financial information.
· Obtain and process W-9 forms and maintain the firm’s W-9 tracking log.
· Support financial reporting, recordkeeping, and business operations projects as assigned.
Case Intake & Evaluation Support
· Serve as backup coverage for prospective client intake calls.
· Follow up on referred-out matters and with prospective clients regarding requested information.
· Follow up with prospective clients gathering medical records and process records when received.
· Support annual maintenance of closed case files in physical and digital formats.
Office Operations & Firm Support
· Answer and route incoming calls and greet clients and visitors in a friendly, professional manner.
· Maintain the first-floor office environment, including tracking supplies and coordinating routine office needs.
· Send, receive, scan, and distribute mail and documents.
· Coordinate business travel and lodging arrangements for cases, training, and firm business.
· Coordinate focus groups as requested by attorneys.
Qualifications
· Previous experience in finance support, business operations, legal administration, intake, bookkeeping, accounts payable, or a related role is preferred.
· Self-motivated and able to manage multiple projects and shifting priorities in a fast-paced environment.
· Strong organizational skills with excellent attention to detail and accuracy.
· Excellent verbal and written communication skills.
· Ability to maintain the confidentiality of sensitive client, case, and financial information.
· Strong customer-service and telephone skills with a friendly, professional demeanor.
· Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, and Adobe; ability to learn case management and other business software.
· Comfort working with financial records, invoices, tracking logs, spreadsheets, and process-driven tasks.
Shared Values
The successful candidate will share and embody Gideon Asen’s Core Values:
· We make sacrifices for the benefit of our clients and our teams.
· We make decisions based upon science and data, not fear or ego.
· We have relentless curiosity and drive to win.
· We work with calculated urgency.
· We value personal and professional growth and encourage truthful and transparent communication.
Compensation & Full-Time Benefits
· Salary range: $22-$24 per hour.
· Health, dental, and vision insurance.
· Health Savings Account.
· 401(k) plan with company contribution.
· Paid holidays and paid time off.
· Employer-paid short-term disability, long-term disability, and life insurance.
How to Apply
If this role sounds like a good fit, we would love to hear from you. All qualified candidates are encouraged to apply. Please submit a cover letter and resume detailing your relevant experience to jwright@gideonasenlaw.com. Visit us online at www.gideonasen.com.
Pay: $22.00 - $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
